Administrative Executive

Full Job Description
JOB FRAMEWORK

Organization: Foundation for Reproductive Health Services India
Position: Title Administrative Executive
Level: VI
Reporting To: State Head – Bihar & Jharkhand & Channel Lead: LARC & NSV Services FRHSI
Number of Position: 01
Location: Sitapur, Uttar Pradesh
Background

Foundation for Reproductive Health Services India (FRHS India) is a registered not-for-profit organization operating since 200+. FRHS India is an affiliate of MSI Reproductive Choices (MSI), a global organization providing personalized contraception and safe abortion services to women and girls. MSI’s local teams of professionals are passionate about the work they do in communities across 37 countries. The high-quality services we provide, give a woman the power to choose if and when she has children so that she’s free to pursue her plans and dreams for herself and her family. Our mission is “Children by Choice, not Chance”.

FRHS India is the No. 1 non-governmental provider of Clinical Family Planning services. We provide quality family planning and safe and legal abortion services to women in need, through multiple channels that comprise of our own clinics, clinical outreach teams and public sector support to Government facilities. We are currently working in the states of Rajasthan, Bihar, Jharkhand, Uttar Pradesh, and Madhya Pradesh in

Public Private Partnership with state governments. In 2024, our teams directly provided family planning choices and quality services to over 17+,23+ clients that delivered a Couple Year Protection (CYP) of over 2.17 million.

A large number of women in India are unable to exercise their ****** and reproductive rights due a number of barriers – social, cultural, policy, and access to information and services. Thus, we work in partnership with stakeholders to improve the policy environment towards enabling women to exercise their reproductive rights and choices. FRHS India also implements advocacy projects to advance ****** and reproductive rights in the country.

It is a role requirement that the job holder must fully comply with, promote, and live FRHS India’s

CORE VALUES

Mission driven
Client centered
Accountable
Courageous
Resilient
Inclusive
JOB SUMMARY

The incumbent is responsible for the part of the workplace management team that supports in managing the program. The role will entail supporting the reporting manager to planning and implementation of the program at the district levels. A professional, friendly attitude and effective communication and coordination skills are the keys to becoming successful in this role.

KEY RESPONSIBILITIES

Human Resources (35%)

Recruitment & Selection

Identifying sourcing of candidates against vacant positions via all possible sources.
Recruitment of on-roll and on -call employee in State and district offices - screening of resume, preliminary telephonic interviews and organizing interview.
Ensuring document verification, competency test, reference checks.
Coordinate with HQ HR & Admin. Unit for offer, joining and appointment letter.
Completing Joining process of all new Joined and send Joining Kit along with ESI/GMC & EPF enrollment to Head Office.
Organizing induction/Orientation for every newly hired staff
Ensure smooth transition of every new employee and support him/her for email id creation, laptop/desktop, I card etc. Documentation & Reporting
Leave Management

Maintaining leave and attendance record of all payrolls and on call staff.
Coordination with district offices for collection of attendance of full time & on call employee.
Keep Head office informed on any kind of resignations, without information absenteeism and kind of HR Issues.
Documentation & Reporting

To Maintain/Update all employees’ personnel files at state and districts offices.
To maintain employee database, contract, Renewal tracker of all employees for timely probation review & contract renewal & ensuring all types of documents starting from joining to exit of an employee.
Maintaining all the required MIS and keep the data updated.
Processing No dues, Exit Interview, full & final settlement, and Provident fund of those employees who have resigned/left organization.
Assisting in day-to-day operations of the HR functions and duties.
Staff Welfare

Take staff welfare initiatives and celebrate birthdays, festivals, long term service awards and other occasions to keep the working environment healthy.
Organizes theme-based festivities, celebrations throughout the year.
Research, Monitoring and Evaluation (35%)

Research, Evaluation & Analysis

Design organization-wide Research, Monitoring and Evaluation Strategy and System that is consistent.
Develop and conduct quantitative and qualitative research required for the successful implementation of
FRHS- India activities including surveys, needs assessments, market research, consumer satisfaction and ensure of high-quality standard and feed their results back into the program design.

Strengthen FRHS India's Management Information System (MIS) for accurate data collection and validation.
Coordinate with program team for timely sharing of FDS Rosters and sign-off documents.
Ensure availability of standard formats/registers and facilitate team for uploading records (As per requirement).
Undertake field visits to support RME strategies and build staff capacity.
Plan, manage, and commission process and outcome evaluations.
Share monthly performance analysis with State team and PCs.
Collate and analyze internal data and prepare quarterly and annual performance reports.
Provide inputs/recommendations to improve program effectiveness.
Engage with FRHS India's RME team and HQ's RME lead.
Office Administration (30%)

Organize office filing system and maintain inward-outward stock registers.
Ensure proper maintenance of office property, including building, furniture, equipment, and computers.
Maintain records of all movable and immovable assets at HQ office and ensure asset register and numbering are up to date.
Maintain proper filing system for reports, papers, registers, and records of the state office.
Ensure timely payments of utility bills for the state office and keep records.
Maintain fleet management compliance in a timely manner, including the repair and maintenance of ambulances. Compile fuel usage details for all teams and prepare a monthly fleet report.
Assist in establishing proper admin systems, structure, and procedures to meet statutory requirements.
Provide assistance during training, meetings, and workshops for accommodation and logistics arrangements.
Arrange taxi and accommodation for state office staff during travel to districts.
Handle petty cash and settle advances with the finance department in a timely manner.
Qualification & Experience:

Master’s or MBA would be preferable.
About 2-3 years of experience in handling/leading similar responsibilities.
Knowledge of ****** and reproductive healthcare (SRH) and Family planning (FP) services (desirable).
Skills and Competencies:

Understanding of Development Sector
IT literate – proficiency in MS Office particularly Excel ( essential), MS Project ( desirable) and SPSS or other data analysis software (desirable).
Demonstrate competence in a variety of computer applications, including database, spreadsheet, and word processing programs.
Ability to adjust to changing priorities and meet deadlines.
Proven ability to interpret verbal, written and numerical data.
Good interpersonal and communication skills (both oral and written)
Flexibility and Confidentiality, responsive to changes and new ideas, adapt/create new systems.
Drive and enthusiasm, good attention to details.
Ability to remain calm in a pressurized environment.
Innovative, inspirational, collaborative and team working capability
Job Type: Full-time

Salary: ₹25,000.00 - ₹35,000.00 per month

Benefits:

Health insurance
Leave encashment
Life insurance
Paid sick time
Provident Fund
Schedule:

Day shift
Flexible shift
Ability to commute/relocate:

Sitapur, Uttar Pradesh: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):

Will you be able to join on immediate basis?
Education:

Master's (Required)
Experience:

Administrative (Required)

Health insurance